Understanding the Value of Automation
Our daily work contains many repetitive tasks. File organization, data transcription, sending template emails, report creation—aren't you repeating similar tasks over and over? By automating these tasks, you can create several hours per week.
The essential value of automation is not just time savings. It's about creating an environment where you can concentrate on work that requires human judgment and creativity.
Finding Targets for Automation
Start by identifying tasks that should be automated.
Characteristics of Tasks Suitable for Automation
- Occur regularly (daily, weekly, etc.)
- Have clear, reproducible procedures
- Require little judgment or creativity
- Simple tasks prone to errors
Concrete Examples
- File backup and organization
- Creating template format reports
- Data integration between multiple services
- Regular reminders and notifications
- Scheduling SNS posts
Observe your tasks for a week and list tasks you're repeating.
Major Automation Tools
No-Code Automation Tools
Tools that can be used without programming knowledge are abundant.
Zapier Can integrate over 2,000 apps. You can build automated workflows just by setting "triggers" and "actions."
Example: When an email with a specific subject arrives in Gmail, save attachment to Google Drive
Make (formerly Integromat) Supports more complex workflows. Conditional branching and loop processing can also be designed visually.
IFTTT Simple "If This Then That" automation. Strong in smart home integration.
OS-Level Automation
Windows
- Task Scheduler: Automation of scheduled execution
- Power Automate: Integration with Microsoft products
Mac
- Automator: File operations and app integration
- Shortcuts: Shareable between iOS/macOS
Text Expansion Tools
Tools that can call up frequently used phrases and templates with short keywords.
- TextExpander
- PhraseExpress
- Espanso (open source)
For example, you can set it so typing ";email" expands to your email address.
Practice Steps for Automation
Step 1: Start Small
Rather than trying to build complex workflows from the start, automate simple tasks first. Accumulating success experiences generates motivation for more advanced automation.
Step 2: Document Manual Processes
Before automating, clarify current work procedures. List each step in bullet points and define inputs and outputs. This documentation itself becomes an opportunity to discover waste in processes.
Step 3: Select Tools and Implement
Choose tools suitable for the work content and build workflows. First test operation in a test environment, confirm there are no problems, then move to production operation.
Step 4: Monitor and Improve
Automation isn't over once set up. Regularly check operation status and fix errors when they occur. Also, updating workflows according to business changes is necessary.
Points to Note
Avoid Excessive Automation Not everything needs to be automated. Tasks requiring human judgment or infrequent tasks are fine to remain manual.
Security Considerations Automation tools are given access permissions to various services. Choose trustworthy tools and grant only minimum necessary permissions.
Consider Maintenance Costs Complex workflows take time to maintain. Judge by comparing time saved through automation with time needed for building and maintaining.
Measuring Automation Effects
To understand automation effects, recording the following metrics is useful:
- Time spent on tasks (before automation)
- Time spent building automation
- Task time after automation (including monitoring/fixes)
- Changes in error occurrence rate
Summary
Automation is an effective means to be freed from repetitive tasks and concentrate on higher-value work. First, observe your tasks to find automation candidates and start with small tasks. With the spread of no-code tools, many tasks can be automated without programming knowledge. Workflows built over time will bring significant time savings in the long term.